Reviewed by

Procedure for Control of

Quality Records
Document No. QP-QR
Rev
00

Effectivity Date
01 June 2014

Prepared By
Approved By

Page 1 of
2

1 . OBJECTIVE
To ensure that all Quality Records are properly stored, prevented/protected
damage/deterioration, identifiable, properly segregated, readily accessible and readable.

from

2.0 SCOPE
This producers covers all identified Quality records in the systems procedures.
3.0 RESPONSIBILITY
1. Record Custodian implementation of this procedure
2. All departments implementation of this procedure
4.0 DEFINITION OF TERMS
4.1 Quality Recordsthese are recorded evidences that the companys quality
management system is in place or implemented. The quality records are a special
type of documents as a result of the implementation
4.2 Dead File any record which had already reached its retention period, as per the Masterlist
of Quality Records.
5.0 PROCEDURE DETAILS
5.1 Process Flow
Activity

Details

Start

Identify Quality
Records

Generate Masterlis of
Quality Records

New Quality
Records / dead files

Submit Dead Files

to DCO

Revise / Maintain
Masterlist of QR

End

All concerned / Process

Owners shall identify Quality
Reords in their respective
areas of responsibilities
Document Control Officer or
Record Custodian must
generate Masterlist of Quality
Records (refer to Item 5.2)
All concerned / Process
owners must identify the Dead
Files.
All concerned / Process
Owners must submit the Dead
files to DCO / Record
Custodian.
DCO must revise the Masterlist
of Quality Records.

Procedure for Control of

Quality Records
Document No. QP-QR
Rev
00

Effectivity Date
01 June 2014

Reviewed by
Prepared By
Approved By

Page 2 of
2

5.2 Process Details

5.2.1 A record Custodian should be designated by the management to ensure proper handling
of quality records.
5.2.2 All departments shall see to it that the records generated in their respective areas are
readable, identifiable, and protected/prevented from damage or deterioration.
5.2.3

Every department will submit the generated records to the Record Custodian on a
monthly basis.

5.3

Record Custodian is responsible for ensuring that the records submitted by each
department are properly filed, identified, labeled and readily accessible.

5.4

Disposition and retention period of the quality records are stipulated in the Masterlist of
Quality Records and shall be strictly followed. Records or Dead Files that are necessary
for legal purposes / future reference shall be kept by the Document Control Officer, and
shall be properly identified for easy access and retrieval.

5.5

The Record Custodian shall maintain a Masterlist of Quality Records

5.6

The Masterlist of Quality Records shall be updated by the Records Custodian at times
when there will be records to be added in the masterlist or to be deleted .

6.0 REFERENCE DOCUMENTS/RECORDS

5.1 Masterlist of Quality Records
5,2 Dead Files for Reference